Executive Administrator (Executive Secretary/Assistant) - Prevention

King County, WA; Seattle (WA); On-site; USD 50,000 - 90,000; Full time

Job summary

King County is seeking an Executive Administrator to provide high-level support to the Prevention Division. This role involves managing calendars, organizing meetings, and acting as a liaison for administrative matters. The ideal candidate should possess strong organizational and communication skills, thrive in a fast-paced environment, and align with King County's commitment to equity and social justice.

Benefits

Excellent medical and dental coverage

Generous vacation and paid sick leave

Flexible spending accounts

Telecommuting options

Qualifications

• Three years of experience in administrative support.
• Ability to manage multiple tasks and priorities effectively.
• Knowledge of equity and social justice principles.

Responsibilities

• Provide senior-level administrative support to the Prevention Division.
• Organize meetings, including scheduling and documenting.
• Serve as the primary point of contact for administrative needs.

Skills

Customer service

Organizational skills

Problem-solving

Communication

Tools

Microsoft Office 365

Adobe Acrobat

Job description

Executive Administrator (Executive Secretary/Assistant) - Prevention

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Executive Administrator (Executive Secretary/Assistant) - Prevention

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Summary

Prevention Division is seeking diverse applicants who are representative of our King County population for the Executive Administrator (Executive Secretary Assistant I) position to provide broad and varied administrative and direct confidential support to the Prevention Division Leadership and Administration Team. This position is responsible for a range of advanced administrative and coordination duties such as organizing productive meetings, managing calendars, and providing support for operational and personnel online systems. The position also provides quality customer support to the division programs, their managers and administrative staff, to enable timely completion of business processes, adherence to Department and Division policy, and efficient issue resolution. The role serves as a primary point of contact for both Leadership and various staff to coordinate, assist, organize, and prioritize various requests and tasks as needed on a daily basis. The Executive Administrator will be a key player in our division, providing high-level administrative support and ensuring the smooth operation of our daily activities. This role requires a proactive, resourceful, and confident individual who thrives in a fast-paced environment and is adept at managing multiple priorities. This position reports to the Prevention Division Director.

Summary

Prevention Division is seeking diverse applicants who are representative of our King County population for the Executive Administrator (Executive Secretary Assistant I) position to provide broad and varied administrative and direct confidential support to the Prevention Division Leadership and Administration Team. This position is responsible for a range of advanced administrative and coordination duties such as organizing productive meetings, managing calendars, and providing support for operational and personnel online systems. The position also provides quality customer support to the division programs, their managers and administrative staff, to enable timely completion of business processes, adherence to Department and Division policy, and efficient issue resolution. The role serves as a primary point of contact for both Leadership and various staff to coordinate, assist, organize, and prioritize various requests and tasks as needed on a daily basis. The Executive Administrator will be a key player in our division, providing high-level administrative support and ensuring the smooth operation of our daily activities. This role requires a proactive, resourceful, and confident individual who thrives in a fast-paced environment and is adept at managing multiple priorities. This position reports to the Prevention Division Director.

Commitment To Equity and Social Justice

Named after Dr. Martin Luther King, Jr., one of the most influential civil rights leaders in our nation's history, King County is a vibrant international community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the traditions of many cultures.

The county government has a deep commitment to equity and social justice and advancing practices, strategies, and policies that promote fairness, justice, and opportunity for all – in our workplaces and our communities. With this commitment, King County has adopted a pro-equity agenda to advance regional change and ensure that residents from all communities are incorporated into our emergency planning and public outreach efforts.

We recognize that structural racism consists of principles and practices that cause and justify an inequitable distribution of rights, opportunities, and experiences across racial groups. Since declaring Racism is a Public Health Crisis in June 2020, King County and Public Health committed to being intentionally anti-racist and accountable to Black, Indigenous and People of Color communities.

To learn more, please visit http://www.kingcounty.gov/elected/executive/equity-social-justice.aspx

Job Duties

Prevention Administrative Team Support:

• Work closely with Prevention Division Director and Deputy Director to prioritize tasks, projects and requests.
• Coordinate and maintain calendars for the Prevention Admin Team in compliance with business priorities.
• Serve as liaison between Prevention Admin, DPH Office of the Director, and Prevention section managers on administrative, process, and technical issues.
• Facilitate agenda-building and documentation for bi-monthly Prevention Leadership Team meetings Prevention Admin meetings.
• Facilitate processing of all Prevention Admin Team travel/training requests and expenses and general purchases.
• Compose, prepare, draft, summarize, proofread, and edit a variety of documents, including emails, reports, correspondence, through final form to ensure conformance with appropriate use of the English language, specialized terminology, established procedures, and County standards.
• Provide skilled support for Division leadership remote, hybrid, and in-person meetings including scheduling, agenda-setting, communication, technical/AV support, material preparation, and note-taking.
• Track, retrieve, and/or compile data that may require research and analysis; prepare summary reports as needed.
• Assist with the preparation of project reports, presentations, and other documents.
  
  

General Division Support:

• Travel Coordinator: Perform a quality review of all Division travel requests to ensure accuracy and policy adherence; provide technical assistance and training support for staff with the travel request process.
• Food Coordinator: manage food P-Card and administer food requests for the Division.
• Maintain division leadership level organizational charts and emergency contact information
• Maintain databases and produce reports (e.g., performance reviews, service awards, etc.)
• Work collaboratively with peers, administration, and support staff in various departments and divisions to complete work assignments.
• Other duties as assigned including emergency preparedness response activities in the event of an incident or disease outbreak.
  
  

Office Management:

• Manage copy machines/printers on Chinook 12th floor.
• Maintain division electronic and paper files, including personnel, correspondence, food requests/approvals, and day travel requests.
• Purchase supplies and pay invoices for division admin team and assist division sections with purchasing as needed.
• Review and prioritize all incoming Division mail and paperwork.
• Triage and route facility-related maintenance requests.
• Coordinate kitchen cleaning schedule with all 12th floor programs.
  
  

Required

Experience, Qualifications, Knowledge, Skills

• Three (3) years of experience performing advanced coordination and administrative duties in a professional environment or any combination of experience/education/training that provides the required knowledge, skills, and abilities to perform the work.
• Demonstrated ability to organize and prioritize multiple work assignments and deadlines including the ability to work on a number of projects simultaneously, with high attention to accuracy and within tight timeframes. Able to adapt to changes and/or seek clarification in workload, priorities, and deadlines.
• Knowledge of equity and social justice principles and/or practices and how they can be applied in a work setting.
• Demonstrated skills in coordinating multiple calendars and organizing and prioritizing the incoming work of the Leadership Team.
• Strong interpersonal skills that support a respectful, diverse, and inclusive work environment. Skilled in customer service, problem-solving, conflict resolution, and maintaining confidentiality.
• Effective written, verbal, and interpersonal communication skills.
• High level of computer proficiency with Microsoft Outlook, Word, and Excel, as well as familiarity with Adobe Acrobat.
• Ability to resolve administrative details independently, while exercising good judgment in keeping team members adequately informed.
• High level of integrity and discretion in handling confidential information and dealing with professionals inside and outside the County.
• Experience in organizing logistics for executive-level meetings.
  
  

Desired:

• Proficiency as a SharePoint user and/or SharePoint site administrator.
• Experience with travel coordination and Concur travel management system.
  
  

Supplemental Information

Forbes named King County as one of Washington State's best employers.

Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.

Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles - we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.

King County is an Equal Employment Opportunity (EEO) Employer

No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

To Apply

If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.

Application Process

The following items are required to be considered for this vacancy:

• NeoGov Job Application (The responses on your job application should be thorough and complete and will be used in the screening process)
• Supplemental Questions (The responses to the supplemental questions should be thorough and complete and will be used in the screening process)
• Cover letter - (Addressing how you mee the requirements of the position)
  
  

Your application may be rejected as incomplete if you do not include the relevant information in the application. Cover letters and/or resumes are not accepted in lieu of a completed application. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted.

Necessary Special Requirements

• The selection process may include evaluation of application materials and supplemental questions, interviewing, and testing. You must completely fill out the application with your relevant education and work experience.
• The selected candidate must be able to pass a thorough background investigation, but findings may not necessarily disqualify an applicant for employment.
• For more information on our selection process, please refer to www.kingcounty.gov/depts/health/jobs/hiring. For tips on interviewing, please visit https://www.kingcounty.gov/~/media/audience/employees/learning-and-development/Interview_Tips.ashx?la=en.
• Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
• Public Health relies on office automation (Microsoft Office) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.
• Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time and obtaining required immunizations.
• Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
• When Public Health responds to an emergency, and in accordance with relevant CBA language and/or KC policy and procedures, we may assign duties outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department.
• If you need a disability accommodation in the application or testing process, please call the contact number listed on the job announcement.
  
  

Work Schedule

Monday through Friday 8:00 am - 5:00 pm with some scheduling flexibility. This position is non-exempt and overtime eligible.

Work Location

This position will be based out of the Chinook Building, 401 5th Ave, Seattle, WA 98104.

Some of the work associated with this position will be performed through teleworking and will report to office location and to meetings as needed. Travel to other work locations may be necessary. Employees will have access to shared workspaces at various King County facilities. Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.

Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours. To support employees during this time King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will be joining an innovative and progressive team.

Union Membership

This position is not represented by a Labor Union.

Contact

For questions about this recruitment, please contact Sarah Dunkinson ([e-mail]).

Benefits

King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:

• Excellent medical, dental, and vision coverage options: King County provides eligible employees with options, so they can decide what’s best for themselves and their eligible dependents
• Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
• Retirement: eligible King County employees may participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
• Transportation program and ORCA transit pass
• 12 paid holidays each year plus two personal holidays
• Generous vacation and paid sick leave
• Paid parental, family and medical, and volunteer leaves
• Flexible Spending Account
• Wellness programs
• Onsite activity centers
• Employee Giving Program
• Employee assistance programs
• Flexible schedules and telecommuting options, depending on position
• Training and career development programs
  
  

For additional information about employee benefits, visit our Benefits, Payroll, and Retirement Page.

This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.

NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.

For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.

01

Do you have experience working independently to provide office coordination and administrative duties such as scheduling meetings, maintaining calendars, travel/training itineraries, tracking correspondence, etc. all while maintaining confidentiality?

• Yes
• No
  
  

02

If you answered “yes” to question #1, please describe and share your relevant experience. If you answered no, put N/A.

03

Do you have experience providing meeting support (scheduling, technical/AV support, material preparation, agenda-setting, taking notes, etc.) to leadership and/or executive-level positions?

• Yes
• No
  
  

04

If you answered “yes” to question #3, please describe and share your relevant experience. If you answered no, put N/A.

05

Are you proficient in Microsoft Office 365 tools (Word, Outlook, Excel, SharePoint)?

• Yes
• No
  
  

06

If you answered “yes” to question #5, please describe and share your relevant experience for each tool (Word, Outlook, Excel, SharePoint). If you answered no, put N/A.

07

Are you skilled in basic research and information gathering and knowledge of basic financial principles and practices?

• Yes
• No
  
  

08

If you answered “yes” to question #7, please describe and share your relevant timeline of experience. If you answered no, put N/A.

09

Do you have experience providing effective customer service and working collaboratively with peers, administration, and support staff?

• Yes
• No
  
  

10

If you answered “yes” to question #9, please describe and share your relevant experience. If you answered no, put N/A.

11

Are you knowledgeable of equity and social justice principles and/or practices and how they can be applied in a work setting?

• Yes
• No
  
  

12

If you answered “yes” to question #11, please describe and share your relevant timeline of experience. If you answered no, put N/A.

13

Are you applying to this position as an eligible current or previous King County Employee Priority Placement Program Participant? AND Is this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff? AND Do you possess the skills and abilities to qualify for this position?

• Yes, I was given a layoff notice from my Career Service role at King County and I am within two years of the effective date of my layoff. Additionally, the position I was laid off from was the same or a higher percentage of FT status when compared to this one.
• No.
  
  

14

If you answered yes to the question above and you are applying for this position as a Priority Placement Participant, to be considered, you must provide the following three pieces of information in the space provided: 1. The title you held when you received your layoff notice 2. The department you worked in 3. The effective date of your layoff

• Required Question

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Government Administration

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